6320A - PURCHASING

North Central Local School District

Administrative Guidelines

6320A - PURCHASING
Purchasing - General Provisions

	A.	All purchases shall be by purchase order processed through the Treasurer.
	B.	The Superintendent shall be the purchasing agent for all financial obligations.
	C.	The Treasurer shall be responsible for encumbering the funds as soon as the purchase order has been issued.
	D.	A verbal financial commitment may be made only for emergencies or when it is impossible or impractical to precede the purchase with a purchase order. Before such a commitment is made, the Treasurer shall be contacted for prior approval and for a purchase order number. In all such cases, a purchase order shall be issued as soon as possible after the commitment is made.
	E.	Confirming purchase orders will be honored only in cases cited in the above paragraph.
	F.	Employees are forbidden to use the name of the District, any discounts provided the District, or any other means for associating a personal purchase with the District. They are to make clear to any District supplier from whom they are purchasing an item that it is a personal purchase by the employee and is not associated with the District. Failure to abide by this provision could lead to disciplinary action.
	G.	Blanket purchase orders for goods or services are valid only for the time period and amount indicated on the purchase order. Extension of the commitment beyond that time and/or amount shall be confirmed by a new purchase order. Blanket purchase orders must be approved by the Treasurer before they are issued.
	H.	The Superintendent/Treasurer will determine the most appropriate method of obtaining prices for items or groups of items which are not subject to formal bidding procedures.
	I.	Purchases of supplies, materials, and equipment items costing more than the amount stipulated in Board policy must be obtained through competitive, sealed bids and be approved by the Board.
	J.	Annual purchase order cut-off dates shall be as follows:
		Purchase orders must be received in the Treasurer’s Office on or before May 15^th unless the services or supplies are essential to continue the daily operation of the department or building for the remainder of the current year, or unless an emergency exists.

Purchase Order Procedure

	A.	The requestor completes the requisition-purchase order in accordance with AG 6320B1 and submits it to the principal/supervisor for review and approval.
	B.	If approved, the principal/supervisor sends the requisition to the Superintendent for approval.
	C.	If approved, the Superintendent sends the requisition to the Treasurer.
	D.	The requisition is entered into the computer for verification, and if verified, the Treasurer affixes a date and assigns a purchase order number.
	E.	A copy of the purchase order is sent to the vendor unless there are specific instructions to the contrary.
	F.	A copy is filed by the Superintendent’s secretary and a copy is sent to the requisitioner.

Payment of Claims Procedure

	A.	When delivery is made, the requisitioner checks their copy of the purchase order with the packing slip to ensure the order is correct.
	B.	If so, the packing or delivery slip is initialed, and sent to the Treasurer.
	C.	The Treasurer checks the packing slip against the invoice, and if everything is in order, a warrant is drawn.
	D.	If the Treasurer finds discrepancies or has questions, s/he shall contact the requisitioner.
	E.	The vendor's invoice is filed with a copy of the purchase order and a copy of the warrant.

Reverse Auction Procedures

In addition to the current purchase procedures, whenever the Board determines that it is advantageous to use the reverse auction process to purchase services and/or supplies, the purchase shall be processed through the Treasurer, in the following manner:

	A.	The proposals shall be solicited through a request for proposals, which shall state the relative importance of price and other evaluation factors. In addition, the request for proposals shall be specific and clearly describe the goods and services sought through the reverse auction process. The request for proposals shall also state that the Board reserves the right to reject any and all offers.
	B.	Notice of the request for proposals shall be given in the same form and manner as other purchases, and may also be posted on the District’s website.
	C.	In order to verify a full understanding and responsiveness to solicitation requirements, the District may conduct discussions with responsible offerors who submit proposals determined to be reasonably susceptible of being selected for award. All offerors will be accorded fair and equal treatment when discussing any clarification, correction or revision of their proposals.
	D.	Contracts may be awarded to the offeror whose proposal is determined to be the most advantageous to the District, taking into account factors such as price, and any other evaluation criteria set forth in the request for proposals.
	E.	The basis upon which an award is made will be maintained in the contract file.
	F.	The Board may require the provision of a performance bond, or any other similar form of financial security, in the amount and form set forth in the request for proposals.